References: Allen, J. (2009). Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events, 2nd ed. Ontario: John Wiley & Sons Canada Ltd.…
Booking arrangements: send the details through to the customer and inform key staff members included in the sales meeting.…
• Sourcing an appropriate venue: Once you know how many people you will be expecting, you can go on to look for a suitable venue to hold the event. You need to make sure that it can hold the required number of people and that it is suitable for purpose, so if it is more of an important meeting that you are organising, you should look into conferencing facilities…
There will be hotel reservations made also to accommodate for the overnight stay for this training session.…
Name three types of meeting and their purposes and three ways that meetings can be conducted.…
In the previous activity you were given a meeting scenario and created a checklist to help organise the meeting. Draft an email to advise the five executives in the scenario of the meeting.…
Preparation of a meeting should include the following: An invite to a meeting would normally be produced including the date, time location, duration of meeting and proposed agenda The topic and structure of the meeting would be reviewed by attendees and proposed additions to the agenda may be considered. Where required, (and if the agenda is derived from) previous minutes should be provided to all attendees All attendees should be confirmed at arrival Each attendee of the meeting should be prepared with their own objectives in conjunction with the agenda prior to the meeting. The objectives should include a personal goal with suggestions to reach the desired outcome to the meeting. Presentation of information i.e. slides or handouts should be included in the individual’s preparation. Basic housekeeping (i.e. room, facilities, etc) should be the responsibility of the facilitator or secretary.…
Getting the meeting off to a good start, meetings must start precisely on time so as not to punish those who are punctual. This also sets the stage for how serious the chair is about making the meeting effective. Open the meeting with introductions. Clarify who will take minutes, prepare the action plan and deliver it to members after the meeting, and be responsible for any other procedural details that need attention. State the purpose and review the agenda. Assign approximate times to each agenda item if you have not already done so.…
Under all the stress of schedules, and time constraints; time is a precious resource during the life of a project and it should be used wisely. Therefore, during the planning stage of this meeting, I owe it to my team members and myself to streamline the meeting in the most effective way to meet and cover all objectives in the least amount of time. In doing so I would prepare the agenda with the following factors in mind: priorities the agenda to determine what absolutely has to be covered; define the end result (what I want the meeting to accomplish); identify who needs to be in attendance and if required consider previously scheduled obligations so that I pick the superb time and date for max participation.…
The meeting will be held to brainstorm ideas & to discuss activities to be engaged in. The participants shall also come up with…
Once all of the agenda requests have been submitted to me, I summarise them in a table format with the headings Agenda Item, Presenter and Time. It's my responsibility to ensure that each agenda item is directly related to the goals of this particular meeting. If a non relevant request is made, I suggest to that person to send an e-mail or memo instead or recommend that this/her agenda item shall be discussed in another meeting. Also, I make sure I allocate a realistic amount of time to each presenter. I schedule 50 minutes of discussion into an hour time slot.…
1. Define the objectives for the Conference Decision Case. Objectives should be separated into fundamental and means objectives.…
Meetings can be used in different ways and can have different agenda’s to others. They can be used to inform, seek ideas, clarification, resolve problems, discuss proposals, settle disputes and take decisions.…
Venue choice is critical for certain sensitive meetings, but far less so for routine, in-house gatherings. Whatever, there are certain preparations that are essential, and never leave it all to the hotel conference organiser or your own facilities department unless you trust them implicitly. Other people will do their best but they're not you, and they can't know exactly what you want. You must ensure the room is right - mainly, that it is big enough with all relevant equipment and services. It's too late to start hunting for a 20ft power extension lead five minutes before the meeting starts.…
Make the guest list. Keep in mind that catering costs are usually calculated on a per-head basis.…